Max Grundig Clinic
Transforming Healthcare Information Management with M-Files at Max Grundig Clinic
Highlights
- Centralized and compliant information management: Unified control of more than 1.6 million patient documents, ensuring full compliance with GDPR and Germany’s Digital Healthcare Act (DVG).
- Lower operational and ownership costs with M-Files Cloud: 17% lower monthly total cost of ownership and reduced annual IT maintenance costs by nearly 20% compared to the legacy setup.
- Seamless access and collaboration: Secure access to patient records anytime and from any device.
- Enhanced collaboration and communication with patients through M-Files Hubshare.
- Future-ready digital foundation: Scalable and flexible platform supporting AI-driven innovation and enabling fully paperless clinical workflows.
Use Case
Customer Information Management
Quality Management
Industry
Medical & Health
Country
Germany
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Company Introduction
Located in southwestern Germany, near the French border, Max Grundig Clinic is a private hospital specializing in internal medicine, psychosomatics and radiology. The clinic emphasizes a holistic approach to health, treating body and mind as a unity and combining advanced diagnostics with preventive care. Its internal medicine service offers comprehensive health check-up programs, while the specialized psychosomatic clinic supports personalized treatment for mental health. The on-site radiology center features advanced imaging equipment to ensure seamless diagnostics and efficient care.
To continue providing high-quality, patient-centered services, the clinic identified the need for a comprehensive digital transformation. Its IT landscape, built around multiple legacy systems and on-premises infrastructure, was no longer adequate to support modern healthcare operations. The organization set out to create a unified, secure, and compatible information management environment that would improve efficiency, ensure compliance, and enable a seamless flow of information across all departments.
Key Challenges Before M-Files
Disconnected Systems and Information Silos
Before adopting M-Files, Max Grundig Clinic operated in a complex and disconnected IT environment that created significant inefficiencies. Each department, including radiology, administration, and nursing, used its own system to store information separately. Most documents were static PDFs without metadata, which made it difficult and time-consuming for staff to locate important patient information. Physicians often had to search through multiple systems to find a single document, which slowed decision-making and reduced productivity.
Limited Searchability and Rigid Archiving
The clinic’s SAP-based archiving process added another layer of complexity. Each document received a unique ID that linked it to the system. If the archiving interface failed or the ID was lost, the file became inaccessible. Searching within documents or by medical terminology was not possible, which limited the ability to retrieve critical information quickly. Meanwhile, paper-based workflows persisted in some departments, further contributing to inefficiency.
Scalability and Compliance Challenges
Storage and compliance were ongoing concerns. With over 1.6 million documents in its systems, including patient files that must be stored for ten years and radiology images that must be retained for thirty years, the clinic’s infrastructure was under strain. Expanding capacity required manual intervention, and downtime during maintenance was common. “We had to constantly monitor storage and system stability,” explains Max Grundig Clinic's Chief Information Officer Arne Lehmann. “It was clear we needed a more intelligent and scalable solution.”
"M-Files became the rock in the sea for us. Even if local systems go down, we can still access patient data securely from anywhere."
Arne Lehmann, Chief Information Officer, Max Grundig Clinic
"We learned a lot from M-Files’ unique approach to information management, which focuses on metadata rather than just documents."
Arne Lehmann, Chief Information Officer, Max Grundig Clinic
"By combining M-Files and AI, we can pre-analyze patient data and present only what’s relevant. That saves time and helps our physicians focus on care."
Arne Lehmann, Chief Information Officer, Max Grundig Clinic
The M-Files Solution
After assessing several providers, Max Grundig Clinic selected M-Files for its metadata-driven architecture and cloud-based design. The clinic sought more than just a storage solution, but a system that could intelligently organize, structure, and connect information across the organization.
Building Reliability and Scalability with M-Files Cloud
The clinic replacing on-premises servers with a modern, secure and scalable M-Files Cloud environment. This deployment immediately improved reliability and eliminated downtime caused by maintenance or hardware issues. M-Files also fully complies with Germany’s Digital Healthcare Act (DVG) and the Germany's latest cybersecurity certifications, which allows certified cloud storage of patient data under strict legal and security standards.
Centralized Access and Integration with M-Files Web Client
M-Files now serves as a central information hub for all medical and administrative documents. Its metadata-driven approach allows users to find information by patient name, document type, or clinical relevance instead of relying on file names or folders. Full-text OCR makes every document searchable. The M-Files Web Client provides secure access from any device, giving physicians and staff flexibility to work on desktops, tablets, or smartphones without installing local software.
Seamless HIS Integration and External Collaboration with M-Files Hubshare
Integrating M-Files with the hospital information system (HIS) has further improved usability. Physicians can open documents directly from a patient record and access all relevant information in one view. The clinic is also leveraging M-Files Hubshare, which enables the clinic to share reports, consent forms, and invoices securely with patients and external partners. “M-Files became the rock in the sea for us,” says Arne. “Even if local systems go down, we can still access patient data securely from anywhere.”
The Results
Improved Efficiency and Compliance
Since implementing M-Files, Max Grundig Clinic has transformed its information management processes. Physicians can now locate patient information within seconds, supported by metadata and full-text search across all digitized records. Each department has customized access views to match its workflows. For example, cardiologists immediately see electrocardiograms (ECGs) and previous test results, while the finance team has access only to authorized financial documents. This tailored approach has improved both efficiency and compliance.
Lower Annual IT Costs and Reduced Total Cost of Ownership
The transition to M-Files Cloud has delivered measurable cost savings. By retiring its legacy archiving system, the clinic reduced the annual IT maintenance and infrastructure costs by nearly 20%, while gaining a more reliable and scalable environment. Storage capacity now adjusts automatically, removing the need for manual management. “I no longer have to think about storage space,” Arne notes. “It adapts automatically in the cloud.”
A detailed total cost of ownership (TCO) analysis confirmed further financial benefits. By choosing M-Files, the clinic eliminated the need to invest in new hardware, software, and licenses for a replacement archiving system. Over a five-year comparison period, the total monthly cost of operating M-Files proved 17% lower than maintaining an on-premises setup.
"I no longer have to think about storage space. It adapts automatically in the M-Files Cloud."
Arne Lehmann, Chief Information Officer, Max Grundig Clinic
Importantly, the old archiving system offered no additional capabilities beyond basic storage. M-Files, by contrast, provides enhanced functionality such as metadata, workflow automation, and M-Files Hubshare for secure collaboration. The calculated savings reflect only infrastructure costs and do not yet include the broader process efficiencies and productivity gains that M-Files has brought to the clinic.
Enhanced Patient Experience and Future Vision
Patient communication has also significantly improved. Through M-Files Hubshare, patients can receive pre-visit documents, consent forms, and radiology images digitally. International patients can access reports remotely, and administrative teams can exchange information securely. “Our patients love it,” Arne says. “They can review materials at home and communicate with us more easily.”
Looking ahead, Max Grundig Clinic plans to build a patient portal that will include online scheduling, telemedicine services, and digital signatures, all supported by M-Files and M-Files Hubshare. The clinic is also preparing to integrate AI-driven solutions that can transcribe physician-patient discussions and extract key medical information automatically. “By combining M-Files and AI, we can pre-analyze patient data and present only what’s relevant,” Arne explains. “That saves time and helps our physicians focus on care.”
Customer Experience and Collaboration with M-Files
The implementation process was smooth and efficient, with the project team at Max Grundig Clinic highlighting the professionalism and responsiveness of M-Files throughout the collaboration. “The project experience was very straightforward,” Arne recalls. “We learned a lot from M-Files’ unique approach to information management, which focuses on metadata rather than just documents.” He noted that the M-Files Technical and Support teams consistently delivered quick responses and practical solutions. Even when new requirements arose, such as integrating AI-driven services, M-Files demonstrated flexibility and openness to innovation. “The Support is fast, the collaboration is solution-oriented, and there’s a clear sense that nothing is impossible,” Arne concludes. “That makes M-Files a valuable long-term partner for us.”
"Our patients love M-Files Hubshare. They can review materials at home and communicate with us more easily."
Arne Lehmann, Chief Information Officer, Max Grundig Clinic
Key Benefits
- Unified and cloud-based document management across all departments
- Quick and accurate search of more than 1.6 million records
- Improved GDPR compliance and role-based data security
- 17% lower monthly total cost of ownership compared to legacy systems
- Nearly 20% reduction in ongoing IT maintenance costs annually
- Better collaboration and patient communication through M-Files Hubshare
- Scalable foundation for AI-powered innovation and paperless operations
"M-Files Support is fast, the collaboration is solution-oriented, and there’s a clear sense that nothing is impossible. That makes M-Files a valuable long-term partner for us."
Arne Lehmann, Chief Information Officer, Max Grundig Clinic
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